Toshiba e-STUDIO GL-1010 Installation and maintenance instructions

Network Fax Operator’s Guide
Version 2.2.2
Your guide to using the Network Fax option with
your e-STUDIO Electronic Document Processing System

GL-1010 Network Fax Operator’s Guide i
Table of Contents
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .iii
Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv
Supplemental References . . . . . . . . . . . . . . . . . . . . . . . . . . vii
1 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Functional Highlights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Software Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
2 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Installing the Network Fax Kit. . . . . . . . . . . . . . . . . . . . . . . . 6
Installing the GL-Fax Driver . . . . . . . . . . . . . . . . . . . . . . . . . 6
Uninstalling the Driver . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
What are Fax Properties? . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Setting Fax Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Setting up Mailboxes for Incoming Fax Routing. . . . . . . . . . 22

ii GL-1010 Network Fax Operator’s Guide
4 Faxing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Summary Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Using the Network Fax Function . . . . . . . . . . . . . . . . . . . . 36
Managing Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
5 GL-FAX Address Book Viewer . . . . . . . . . . . . . . . . . . . . . . . . 55
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Running the GL-Fax Address Book. . . . . . . . . . . . . . . . . . . 56
Navigating the Address Book . . . . . . . . . . . . . . . . . . . . . . . 57
Managing Your Private Address Book . . . . . . . . . . . . . . . . . 58
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

GL-1010 Network Fax Operator’s Guide iii
Preface
The Network Fax Operator’s Guide provides detailed instructions for
installing, setting up, and using the Optional Network Fax Feature. With
this option installed, you can perform the following functions:
Fax electronic documents from your workstation.
Use the GL Fax Driver installed on your workstation to manage faxes,
select recipients, and send electronic documents from your desktop.
Use the GL Fax Address Book installed on your workstation to
manage recipient information.
This Preface introduces fax functionality and defines the scope and
audience of this guide.
Introduction
Optional Network Fax Feature
Congratulations on purchasing TOSHIBA’s Optional Network Fax Feature
for the e-STUDIO Electronic Document Processing System. Both products
incorporate the latest in state-of-the-art digital and computer technology.
When the Fax and Address Book software is installed, the digital copier
becomes an all-inclusive network printer with remote LAN and fax
capability. The e-STUDIO Electronic Document Processing System and

iv GL-1010 Network Fax Operator’s Guide
GL-Fax Address Book software distinguishes it from other network faxing
or addressing solutions, providing easy-to-use, fully comprehensive
solutions. Workgroups will enjoy exploiting the almost limitless
capabilities of the digital copier.
Intended Audience
Who Should Read This Guide?
This guide is intended for people using the GL-Fax and Address Book
optional features. It provides detailed instructions on configuring and
using the GL-Fax software and Address Book Editor.
This guide is not intended for digital copier service technicians or
operators. For information on using and maintaining the TOSHIBA digital
copier, refer to the Toshiba Operator’s Guide for Copying Functions or
contact your Toshiba authorized dealer for support.
Scope
This guide assumes that you are familiar with the software applications
you are using to create your documents for printing. Document setup or
application-specific printing functions are not covered in this manual.

GL-1010 Network Fax Operator’s Guide v
Styles and Conventions
This guide employes several typographic styles to visually convey
information. The following table lists the styles and illustrates their use.
Styles and Conventions Used In This Guide
STYLE USAGE DESCRIPTION EXAMPLE
BOLD, SANS
SERIF FONT, ALL
CAPS
All hard keys on the copier
control panel. Press START.
SANS SERIF FONT,
ALL CAPS All soft keys and function tabs on the copier LCD touch
screen.
Press ADMIN.
Bold, sans serif
font, initial caps Names of buttons, controls,
tabs, and menu options
(items).
Double-click Properties and click Services.
From the Start menu, choose Programs >
TOSHIBA GL-Client Software >
TopAccessDocMon.
Courier Screen messages and text
you type in a field or at the
command line.
Type the following command: setup.exe
<Brackets
enclosing
variable text>
Variable text that is to be
replaced with specific text
applicable to your network.
Enter GL<device name>, where device
name is the Microsoft Computer Name
assigned to the controller.
Italic, blue,
underlined Cross-reference to additional information. See, Scanning on page 25 for the steps required to scan images.
Light blue and
underlined Indicates text that is linked on
a web page. This text is not
linked in the documentation.
Click the Install Software link at the
bottom of the page.

vi GL-1010 Network Fax Operator’s Guide
Manual Organization
Chapter 1, Overview on page 1 summarizes the features and
functionality of the Optional Network Fax Feature.
Chapter 2, Installation on page 5 summarizes procedures for installing
software required to enable the fax printing and online address books on
the digital copier to selecting recipients and setting fax properties.
Chapter 3, Setup on page 15 defines what are fax properties and how
they and where they are defined.
Chapter 4, Faxing on page 35 summarizes the steps required to utilize
the GL Fax Driver from printing to the fax driver to selecting fax
recipients.
Chapter 5, GL-FAX Address Book Viewer on page 55 summarizes how to
use the GL-Address Book, from adding contacts and groups to importing
and exporting address book database information.

GL-1010 Network Fax Operator’s Guide vii
Supplemental References
In addition to the information in this guide, the following reference
materials are available to assist you in using and optimizing your
controller:
Toshiba Operator’s Guide for Copying Functions
This manual describes the digital copier functions: how to make copies,
maintain the copier, and troubleshoot mechanical and copying problems.
Quick Start Guide
The purpose of this guide is to introduce the controllers, summarize
installation and operational procedures, and describe system
requirements and specifications. A printed copy of this manual ships with
the controller.
Administrator’s Guide
You can find the .pdf version of this guide on the e-STUDIO Admin’s Client
CD-ROM. It is intended for the network administrator and contains
detailed information for installing, configuring, and troubleshooting the
controller.
Operator’s Guide
This guide provides detailed instructions for installing and using the
printer drivers and the job monitoring utility, TopAccessDocMon, to print
to the Electronic Document Processing System. It also describes how to
use the web-based application TopAccess to monitor and manage print
jobs. You can find the .pdf version of this guide on the e-STUDIO Client
CD-ROM.
TopAccessComposer Operator’s Guide
You can find the .pdf version of this guide on the e-STUDIO Admin’s Client
CD-ROM and on the e-STUDIO Client CD-ROM. It contains information on
storing, managing, editing, and printing documents using the web-based
tool, TopAccessComposer.
Scan Operator’s Guide
You can find a .PDF version of this guide in the e-STUDIO Client CD-ROM.
It provides information on enabling network scanning functionality via
the controller and includes procedures for configuring scan functionality

viii GL-1010 Network Fax Operator’s Guide
using the web-based utility, TopAccess. The guide also provides
instructions for local scanning and remote management of scan jobs.
Application-Specific Online Help
All of the Electronic Document Processing System software and drivers
come with application-specific online help. Click Help or choose the
Contents and Index options from the Help menu. For web-based help in
TopAccess, click the Help link.

GL-1010 Network Fax Operator’s Guide 1
1Overview
TOSHIBA’s Network Fax Option for the digital copier with the e-STUDIO
Electronic Data Processing System simplifies and facilitates your office
facsimile needs by enabling you to fax digital documents directly from
your desktop.

2GL-1010 Network Fax Operator’s Guide
Functional Highlights
The network GL Fax Driver software enables you to fax documents
electronically from your computer to one or more recipients or contact
groups. You can define a variety of fax job properties, from the send list to
fax resolution. The GL-Fax driver is complimented by the GL-Fax address
book viewer. This combination of applications lets you manage a selection
of fax recipients and access the TOSHIBA Address Book.
Software Components
Note: Faxing hard copy documents must be performed as a walk-up
function at the copier control panel.
Fax Driver
The GL-Fax driver lets you setup send lists and send electronic
documents from your PC to one or more contacts or groups. You print to
the fax driver in much the same way as you would print to a normal
printer, which makes using the GL-Fax driver quick and easy. You can
select the fax properties, which are the attributes that define sender and
recipient information, such as dialing options, sender information, fax
resolution, and page layout.
Other features include:
An easy-to-use fax scheduler that allows you to setup a date and time
to transmit your fax
A complete set of fax transmission options that give you complete
control over the transmission and appearance of your fax.
A comprehensive set of cover page options which may include sender
and recipient information and a detailed message. Sender and
recipient information is maintained online, allowing you to add all or
part of this data to your cover pages whenever you need
Address Book Viewer
With the GL-Fax Address Book Viewer you can add or modify fax recipient
names and fax numbers to the TOSHIBA Address Book.
This utility allows you to:
Manage recipients of the fax
Select and view fax recipients from the address book

GL-1010 Network Fax Operator’s Guide 3
Select and view recipient fax numbers and other contact information
Import or export address book data to and from other address book
programs

4GL-1010 Network Fax Operator’s Guide

GL-1010 Network Fax Operator’s Guide 5
2Installation
This chapter includes procedures for installing the software that enables
fax printing and online address book functions for the digital copier.
TOSHIBA recommends that you read these instructions in their entirety
before beginning the installation process.

6GL-1010 Network Fax Operator’s Guide
Installing the Network Fax Kit
Before you can begin using the TOSHIBA optional Network Fax Feature
for the e-STUDIO system, you must install the software using the e-
STUDIO Fax Client CD-ROM provided. Use the InstallShield client software
setup process. This section describes several ways to add the fax driver to
a user’s workstation.
Note: You must have a facsimile board installed in the e-STUDIO
digital copier before you install the fax software. This information is
provided as an overview only. For additional information refer to the
Administrator’s Guide.
Installing the GL-Fax Driver
You can either install the software on each workstation from the supplied
CD-ROM, or upload the software to the controller and use the TopAccess
application to install the software on the workstations.
The recommended installation location is: C:\Program
Files\TOSHIBA\TOSHIBA e-STUDIO GL-Fax and Address Book.
Installing From the CD-ROM
1Insert the e-STUDIO Fax Client CD-ROM into the CD-ROM drive.
2If AutoRun is enabled, the setup program begins automatically.
If not, choose Run from the Start menu and then locate the setup.exe
file on the CD.
3Click OK to launch the setup program.

GL-1010 Network Fax Operator’s Guide 7
The installation wizard leads you through the process of installing the
fax driver and address book.
InstallShield Setup Window
4Follow the setup wizard as it leads you through the installation steps.
You are prompted to supply the following information:
Enter a destination directory or accept the default location, which
is C:\Program Files\GL-1010\Toshiba e-STUDIO GL-Fax &
Address Book.
Select the TOSHIBA e-STUDIO28-45 GL-Fax and TOSHIBA e-STUDIO28-45
GL-Address Book.
e-STUDIO Fax Client CD-ROM InstallShield Window

8GL-1010 Network Fax Operator’s Guide
Enter the network path to the printer or the queue name as
\\<device name>\dssc.
Note: The dssc internal queue is the only queue that supports fax.
The Select Port Dialog Box
Select a program group to which the tools icons will be added, or
accept the default folder, TOSHIBA e-STUDIO GL Client.
InstallShield Wizard -- Select Program Folder Page
When the setup program finishes copying the necessary files to
your computer, you are prompted to view the ReadMe file.
Deselect the checkbox if you want, and then click Finish to exit the
Setup Wizard. If you select a new file location, the directory name
must conform to the DOS 8.3 naming convention of an
eight-character file name and a three-character file extension.

GL-1010 Network Fax Operator’s Guide 9
5Reboot the workstation.
6Verify the installation by selecting the TOSHIBA GL Address Book from the
TOSHIBA e-STUDIO GL Client program group. If the GL-Address
Book Editor does not open, repeat Steps 1-5.
Adding Printers
The following procedure varies for Windows 9x, Windows Me,
Windows NT, Windows 2000, and Windows XP. The screen shots in the
procedure below illustrate the Windows 2000 options, but differences
from Windows 9x, Windows Me, Windows NT, and Windows XP options
are noted.
1From the Windows Start menu, choose Settings > Printers.
2From the Printers window, double-click Add Printer to launch the Add
Printer Wizard.
3Click Next.
4Depending on the operating system, select the following option:
Windows 9x/NT/Me/2000/XP: Local Printer
Add Printer Wizard -- Select Printer Type

10 GL-1010 Network Fax Operator’s Guide
5Click Next. The Select Printer Port dialog box opens.
Add Printer Wizard -- Select Printer Port
6If the port already exists, scroll down the list of ports and select the
\\<device name>\dssc port.
If the port does not exist, select Create New Port, then select Local Port
and click OK.
Enter \\<device name>\dssc in the Port Name dialog box and click
Next.
Add Printer Wizard -- Select Printer by Manufacturer and Type
7Click Next.
8Click Have Disk.
9Place the e-STUDIO Fax Client CD-ROM in the CD-ROM drive and
select the CD-ROM drive in the dialog box.